Job: Administrative Specialist III

General Information
Position:
Administrative Specialist III

Number position available:
1

Compensation:
$18.32 – $23.36

Job Category:
Administration

ALA:
Position DOES NOT require a Master's degree from an ALA accredited program.

Description:

Job Description

  • About Our Job

    Initiates dynamic administrative assistance to the Director of Libraries and Historical Resources and performs complex and varied assignments, using independent decision-making skills. Provides excellent service to external and internal customers, supports robust collaboration across departments, with library groups, community agency representatives, and the general public. Contributes to a culture characterized by respect and commitment to exemplary customer service.

    Administrative Support -  Acts as central point of contact for Libraries & Historical Resources Administration

    • Manages communication between Director and members of Libraries & Historical Resources staff: reviews reports and correspondence from staff to Director and initiates response; replies to inquiries and responds to requests from County Commission, County Administrator, Deputy County Administrators, Library Advisory Board, Library Foundation Board, Friends of Library groups, and co-workers. Assists with communication with and coordination of initiatives with community partners: donors; community agencies; literacy groups; school representatives; arts organizations; foundations; businesses; regional/state/national library associations; County citizens, and others to coordinate activities in a professional, timely manner. Prepares messages from Director to staff.
    • Represents the Director and Department in meetings, serves on committees or task forces. Supports the Director’s responsibilities for Libraries and Historical Resources with event planning and celebrations.

    Customer Service – Acts as the Director’s liaison to internal and external customers

    • Manages all interactions with diplomacy, courtesy and respect; exercises sound judgment; responds to inquiries and refers calls to appropriate responder; provides informed response to policy, legal or regulatory issues; alerts Director and co-workers of urgent and potentially sensitive situations with external and internal customers.
    • Provides assistance to other departments, divisions and employees; collaborates in team and community activities
    • Serves as the central point of contact for Libraries and Historical Resources Administration: handles phone calls, monitors and responds to e-mails; manages the Director’s calendar, drafts correspondence and coordinates with Director to provide timely, appropriate responses.

     

    Project Management - Acts on behalf of the Director to facilitate projects and initiatives

    • Leads special assignments; conducts research; drafts reports; communicates with project teams; tracks status.
    • Manages digital and paper files organizes, maintains and archives department documentation; assists Director with access to and updating “working” files to prepare for meetings; coordinates with Managers for transfer and sharing of files between Department and Divisions; prepares files for archive and maintains retention records.
    • Coordinates training registration and attendance, travel arrangements, and documentation.

    Proposes process improvements to enhance operations, improve procedures and formalize standards of operation

     Facilitation – Acts as Director’s liaison to Management Team and similar committees and teams

    • Serves as the Director’s liaison to the Management Team: prepares schedule of annual meetings (twice/month); contacts discussion leaders and guests in advance of meetings; composes and distributes agenda; participates in meetings; drafts, distributes and archives meeting notes; maintains descriptive “parking lot” topic list, with date scheduled/required discussion time; participates in facilitator rotation and as needed.
    • Leads and/or participates in planning for special events.

     Staff Development

    • Participates in learning opportunities, such as cross training in other service units and leads training of co-workers.
    • Pursues opportunities for continuing professional development of self and others.

Education:
 

  • About You

    Minimum Qualifications:  An Associate’s Degree from an accredited college or university and 4-6 years of secretarial or administrative experience with some executive exposure.  Year-for-year experience may substitute for the college degree. 

     

    Preferred Qualification:  Advanced Professional Certification highly desirable.

     

    Job Competencies:  

    • Excellent customer service skills: ability to handle challenging customer service situations with diplomacy for positive resolution.
    • Advanced writing/verbal communication skills; ability to speak on behalf of Department Director, draft correspondence and reports.
    • Fluency in computer functions, including standard software (Examples: Word, Excel, Outlook, PowerPoint, Publisher); willingness to train for proficiency in Department-specific platforms.
    • Excellent time management and scheduling skills - for self and to assist Director and Management Team  members.
    • Ability to conduct research, evaluate information, prepare executive summary-style presentations (documents, power-points, etc.).
    • Ability to maintain records and files, including developing systems and procedures for archiving documents and information.
    • Facilitation skills related to effective interaction with: Commissioners; County Administration; members of Library Advisory Board; Library Foundation Board and Friends Boards (9); representatives of regional/state/national library organizations; representatives of community partner agencies; library customers; members of the general public.
    • Ability to organize meetings, including scheduling, agenda development, facilitation, preparation of notes, follow-up activities.
    • Knowledge of and skill in building a collaborative work environment (with diverse co-workers, colleagues and agency partners).

     

     Ability to learn quickly and apply new skills and knowledge in a rapidly evolving, customer service organization.

     

     


Multilingual:
N/A

Job open date:
06-30-2022

Application deadline:
Open Until Filled

Apply at:
https://www.scgov.net/government/human-resources/career-opportunities

Additional information
Library Type:
  • Public Libraries

Job Type:
Full-time

Job Location

Physical address where the job position is located.

Job Place:
Sarasota County Libraries and Historical Resources

Job Location:
Central Florida

Address:
1660 Ringling Blvd.

Address 2:
5th Floor

City:
SARASOTA

Zip:
34236

County:
Sarasota


Institution Information
Institution Name :
Sarasota County Libraries and Historical Resources

Address:
1660 Ringling Blvd.

Address 2:
5th Floor

City:
SARASOTA

State:
FL

Zip:
34236

Contact Information / How to apply
Contact Name:
Pamela Roebuck

Contact Email:
proebuck@scgov.net

Contact Phone:
9418615481

Contact Fax:

How to apply

Please apply online - https://www.scgov.net/government/human-resources/career-opportunities.


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